Guidance:
Prior to submitting contract documentation to the Bureau of Contracts through the Electronic Documents Submission System (EDSS), contracting entities are advised to verify document(s) in a PDF file format are Optical Character Recognition (OCR) searchable.
OCR is a technology that recognizes text within a digital image and is commonly used to recognize text in scanned documents. The use of OCR is an important tool in managing electronic records and aligns with the standards and practices in the NYS Archives digital imaging guidelines to support the long-term accessibility of electronic records throughout the prescribed record retention period.
For more information on scanning a document to PDF with searchable text, please see the link to the Adobe Acrobat User Guide referenced below.
References:
XI.2.E Submission of Agency Contracts and Amendments
XI.3 Submission of Agency Purchase Orders